Conference & Event Management Report: Savoy Hotel Event Planning

This report provides a comprehensive analysis of conference and event management, focusing on the Savoy Hotel, a luxury hotel managed by Fairmont in central London. It examines various dimensions and categories of events, including conferences, hallmark events, mega-events, major events, minor events, trade shows, and exhibitions. The report discusses current trends influencing the event sector, such as virtual meetings, hybrid events, onsite testing, and live events. It details the event layout required to set up a conference at the Savoy, including considerations for room setup, guest capacity, air conditioning, Wi-Fi, equipment, and comfortable seating. Additional services to enhance customer satisfaction are explored, such as highlighting speakers, providing effective sound and lighting, offering high-speed internet, and using portable devices. Furthermore, the report identifies different management roles within the event industry, such as conference architect, event operations manager, event coordinator, event sales manager, and venue manager, along with the necessary management skills and personal attributes. Finally, it addresses appropriate measures to ensure safe and secure events for the environment, staff, and customers.

Managing Conference
and Events
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Table of Contents
Introduction......................................................................................................................................3
TASK 1............................................................................................................................................3
P1 various dimensions and categories of events....................................................................3
P2 Different categories of events, features and current trends influencing this sector..........4
TASK 2............................................................................................................................................4
P3 Event layout to set up a conference or event to meet client brief.....................................4
P4 Additional services available with conference or event management to meet client’s
requirements...........................................................................................................................6
TASK 3............................................................................................................................................7
P5 Different management roles in event industry with reference to event industry..............7
P6 Management skills and personal attributes required to work within the event industry and
meeting the needs of stakeholders..........................................................................................8
TASK 4............................................................................................................................................9
P7 Appropriate measures to provide safe and secure events for environment, staff and
customers................................................................................................................................9
Conclusion.....................................................................................................................................10
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Introduction
Managing of events and conferences is related to ensuring a more profession and creative
approach for providing the best experiences to their users. The term conference is related to
gatherings from group researchers for analysing the way it can assist in development of a
customized approach for the customers. In case of hospitality and tourism sector management of
conference is a very important function in order to meet the demands of clients. Present report is
based on the Savoy, Fairmont that is situated in north of river Thames. It is some of the well
known luxury hotels in central London that is managed by Fairmont hotel brand. There is
discussion of different categories and dimensions of events with an event set up to meet the
provide structure by client (Horne, 2020). There is also a need for additional services according
to the requiring of event management brief. The report is based on analysing the different
management roles and management skills that are required in case of event industry.
TASK 1
P1 various dimensions and categories of events
Events are generally maintained and planned by group of individuals or individuals at a specific
location. It may be in form of conferences, exhibitions and meetings it is very necessary for a
event management organisation to follow the guidelines of public relation for the objective of
meeting up client needs and further development of business activities. Some of the basic event
categories are mentioned below:
Conferences: Conferences are used by B2B marketers where there is requirement for lot of
work. This includes number of speakers generally attendees have many potential topics and
multiple leaders. Some conferences are generally featuring everyone and listening to same
speaker (Hill, 2020).
Hall mark events: these vents are reared as different sporting, cultural events that are generally
taking place at international level. The main function of hallmark event is to offering host with a
approach of unity to gain a higher prominence in the external market. Such as, Olympic Games
is one such event that is recognized as a globalised hallmark event and is part of global event.
The main reason is many countries together are participating in this event that is making itself a
Mega events: Mega events are the events that are taking place at international and larger scale
having lot of media coverage Mega events are referred to as events that are held once in a year
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and posses a special authority covering larger number of media. It is affecting economy,
infrastructure and tourism. It includes events such as FIFA world cup.
Major events: these are those that include large exhibitions, parties. Guidelines are applying on
such events according to gathering of people. Launch of new products by Microsoft and apple
can be considered as major mega events.
Minor events: These events are the ones that are taking place on private properties with
minimum guests that can be for a time period of last 24 years (Owan, Garbini and Devasia,
2018).
Trade shows and exhibitions: these are generally organized by specific brands, organisations
that are belonging to a particular industry. The main objectives are to promote the product &
services. The guests who are part of such event are generally part of the overall stakeholder
group of such organisations who are assisting them in enhancing their sales percentage.
P2 Different categories of events, features and current trends influencing this sector
There are some of trends that are part of the external environment and posing a impact on the
functioning of event industry. Some of such factors are mentioned below:
Virtual meetings: With the COVID 19 impact there has been a shift towards virtual meetings
from physical meetings. Where there is more technical disruption & audience fatigue.
Hybrid events: event forecast and global events are affecting the hybrid events that are
presenting an opportunity to ease the scenario of face to face meetings and not each event may
be a right type (Smyth and Vanclay, 2017).
Preparation for onsite testing: The covid 19 impact has created a scenario where all the events
small or at large scale have to focus on onsite testing so that there can be proper preparation
ranging from medical staff to lab testing that is essentially required for the purpose to deal with
uncertain situations.
Live events: there has been also a developments taking place in terms of promoting of audience
engagement and virtual communication that is leading to key priority, differentiation for year
2021 and is also a common denominator.
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TASK 2
P3 Event layout to set up a conference or event to meet client brief
In present case in Savoy there is a prospective event that is to be held in coming time period. It is
based on the specific details and requirements that have been provided by the client. There is a
conference that has to be held in coming time period for a respective business organisations for
which there has been development of present layout of scenario.
There is some of the specific aspect that is part of Savoy for the purpose of hosting of conference
in the present scenario:
Layout of the conference: In Savoy the conference room is U shaped that includes a series of
different rectangular tables that are placed at the need of room in form of a U shape. All the
chairs are paled at outer sides (Gregory, 2020). It is a style that is suitable for vide conferences
that is prospective to be held in case of present scenario each group is having a table in front of it
that is leading to seating arrangement great for taking any notes or writing down of nay
important information during the whole event.
(Source: Conference Room Styles, 2020)
In Savoy the conference room will be designed in such a manner according to the specifications
of client that it will easy to facilitate the process of conversation that will be taking place
between the audience and speaker. The conference room is designed in a versatile manner that
can lead to more intimation of the whole presentations and according to brief there will be
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multiple speakers who will be participating in this conference so layout has been designed in
such a way that can lead towards a proper channel of interaction that can be created with well
design structure of the whole conference room.
Number of guests: the total number of guests will be 50 that exclude the speakers who are 10 in
number. So the conference room posses a capacity of 100 people and it will lead to an ease in
accommodating 60 guests in case of present event.
Air conditioning: It is related with proper facilities of the conference room that has to be
equipped with air conditioning so that there can be a comfortable atmosphere provided for all the
attendees (Bandauko, Annan-Aggrey and Arku, 2020).
Wi-fi: in the conference there will be some discussion and live connections through use of
virtual meeting with other related person who may not be able to physically attend the meeting.
In such a situation it will be necessary that there is proper connection of internet with the
required speed so that there can be no disruption during the whole conference meeting.
Proper availability of equipments: for the purpose of meeting there is requirement for presence
of adaptors, visual equipments, screens, flip charts, projectors and extension leads so that
different associated activities in the meeting are not disrupted.
Comfortable tables and chairs: for the purpose of ensuring best possible experience for
delegates there has to be offering of comfortable chairs and a proper seating facility to all the
delegates who will be attending the meeting. In Savoy generally all the rooms are designed for
the purpose of keeping in mind the comfort of guests but in case of present conference there has
to be special attention to the way seating arrangements to be done according to guests
requirements.
According to the above mentioned different aspects the present event of conference meeting will
be organized at Savoy.
P4 Additional services available with conference or event management to meet client’s
requirements
Customer satisfaction is one of the crucial elements that are affecting positively the overall
brand image of an event brand. In present scenario there is requirement to add value to additional
services in order to enhance its effectiveness for meeting the client requirement. It is important
for the purpose of developing the qualitative aspects of events.
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Highlighting the speakers: All the speakers will be offered with a complete different seating
area. There will be some different chairs that will because there can be a distinction between the
guests and the speakers that will make it easy to identify.
Effective sound & lightening equipments: there will be a facility of extra lightening that will be
offered during the conference. It will assist in the process of smooth carrying of the event. The
management of Savoy will be focusing on providing an improvised experience in terms of
maintain high standard of services.
High speed of internet: there will be offering of high speed internet facilities so that all the
activities can take place without any type of situations (Hong and Leffakis, 2017). Along with it
some portable devices like tablets will be provide instead of normal notebooks to the guests so
that there can be a different experience in terms of noting down of any important information
during the whole conference meeting.
Above mentioned are some of the services that will be additionally offered by hotel Savoy to
their guests during the event.
TASK 3
P5 Different management roles in event industry with reference to event industry
It is very necessary for employees in organisations to build up specific connections among
different departments so that there can be proper administration of all the work according to the
capability of each employee. Some of the specific roles in the context of event industry are
mentioned below:
Conference architect: In Savoy for the present conference the conference architect has to
perform the function of designing, managing describing and development of solution engineering
with addressing to range of specific business issues.
Event operations manager: Event operations manager has to perform the function of production
and other related aspect that is required for the purpose of developing a high quality event. In
Savoy event operations manager is responsible for overseeing and managing the execution and
aligning of all the special events.
Event coordinator: In case of present conference event the role of event coordinator in Savoy
will need to coordinate different aspects of work by focusing on execution and coordination of
wok that has to be performed all through the event.
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Event sales manager: In this person is responsible for coordinating and marketing aspect of
event in Savoy the conference has to be according to the way as required according to client
provided event brief. In Savoy event manager performed the function of providing the
appropriate and right information related to the event at the initial stages of the event.
Venue manager: in Savoy the managers are assigned the function to promote the upcoming the
events in market according to the changes that are taking place in the external environment, the
main responsibility of the event is to ensure that the event is suitable according to the particular
venue (Kloos, 2020). Such as for a conference meeting in Savoy venue manager will ensure that
there is proper space which is offering that all the amenities and facilities can be properly
managed.
Social media contractor: Social media is one of the most popular mediums these days that has
changed the way different activities are being perceived in an organisation. In Savoy there is use
of digital media applications as a source for the purpose of promoting the brand for their target
segment of customers. The pictures of regularly held events are promoted on such platforms that
can assist in promoting the Savoy.
Audio visual manager: In Savoy the managers have to ensure that all the attendees are able to
have access to internet, wireless, podium microphones, on screen presentations. Some hotels are
also hiring special staff members who are responsible for purchasing of equipment and managing
all the other activities related to the conference.
Food and beverage manager: Food & beverage manager has to take responsibly of all the
functions that are related to offering and making all the food related arrangements for the guests.
They are responsible since the beginning of the meeting starting with the refreshments and till
the end.
P6 Management skills and personal attributes required to work within the event industry and
meeting the needs of stakeholders
The event and the hospitality industry is changing very fast as there is main focus on
development of customer centric approach for the purpose of approaching the customers. There
is required to lay emphasis m both personal attributes and management skills for employees in
Savoy so that the event can take place in the Savoy:
Management skills: Managers in Savoy have to posses effective communication and people
skills that can assist in ability to present their view points for their other team members it will
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also assist for the purpose of devising of vision so that there can be a clarity among all the
employees the way functioning has to take place for the objective of achieving it according to
client specific needs.
Communication skills: it is one of the most effective skills that are assisting managers and
employees who are working together to ensure that there is successful accomplishment of all the
activities that are assigned during this process of planning stage to the smooth completion of
activities all the communication channels are properly laid down so that there is proper
coordination and collaborative working taking place.
Risk assessment: Employees have to be well prepared to identify all the associated risk in
advance so that there can be dealing up with all the contingencies and situation of uncertainties.
The management of Savoy has to focus on timely monitoring of all the risk and uncertainties so
that it overall impact can be minimized (Lord and Gammon, 2020).
Technical skills: Managers & employees must posses the required technical skills. In case of
conferences it includes deciding the number of guest who will be seated according to the
capacity of the conference room so that the capacity of people to be invited can be devised
according to such physical capacity of conference room.
TASK 4
P7 Appropriate measures to provide safe and secure events for environment, staff and customers
It is crucial for the vent organisers to focus on different aspects that are part of the security and
safety of people attending the event. There are some of the core areas of safety which has to be
specifically focussed. In Savoy being a big hospitality brand there are already laid standards
according to which each activity is taking place to ensure that there is proper and timely
adherence to all such laid standards if safety and security of their guests.
High security: In Savoy in case of conference taking place there are sometimes some
confidential matters that are being discussed on part of organisation during the event (Parent and
Ruetsch, 2020). So, there is need to have emphasis that there is proper security that all the
matters and things that are being discussed do not leak out and it’s the responsibility of the
management of The Savoy.
Contingency plans: Management of Savoy must ensure that there is proper preparation of
contingency situations that may arise during the event. It may in form of shortage of food,
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complaints regarding no desired arrangements or dissatisfaction of guests. Sometimes there is
also a last minute change that may lead to complete modifications in the way different activities
are being managed in Savoy. All such contingency situations have to properly manage so that
there can be dealing with issues faced by clients.
Checking of invitation cards: At entrance of Savoy there will be roper checking of invitation
cards along with the names that will be part of the gets list. So, that there is no presence of
uninvited guests in the conference. All this leads to use of some specific security measures
according to the requirement of VIP guests.
Special arrangements in situation of COVID 19: There will be special safety measures that will
be properly adhered according to the standards so that there can be no compromise for the safety
of guests. For this there will be proper sanitization of the whole conference room and all the
guests will be provided with portable small sanitizer containers on their respective seating area.
All this special measures will lead to safety of people (Figenschou. and Thorbjørnsrud, 2017).
Above discussed are some of the special measures that will be taken by the management of
Savoy for the purpose of ensuring that conference rakes place in smooth manner.
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Conclusion
From the above discussed different aspects it can be summarised that event management is
one such aspect that is leading to fast growth in the hospitality sector. There are different types of
management roles that are part of a hospitality brand that assist in the process of smooth
management of different events. There are various functional and administration departments
that will be coming together for the purpose of ensuring that there is proper coordination among
different departments. There is need to make planning related to initiation of the whole event.
There are some specific management skills and personal attributes that are required in case of
event industry so that all the stakeholders needs can be timely and properly met. Required safety
measures are used in order to ensure that there is secure and safe environment for customers and
staff members who are associated with a particle event.
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